Clerk II

SUMMARY: This series specification describes two clerical classes in which incumbents perform, under close supervision at the lower level and under supervision at the higher level, a variety of general clerical duties, and to do related work as required.

Clerk I - Is the entry-level general clerical class. Clerk I’s work under close supervision, performing on a training basis tasks usually associated with the journey-level class of Clerk II. Such positions are flexibly-staffed, with the incumbent expected to develop the necessary skills for progression to the higher level by the completion of the sixth-month training period.

Clerk II is the journey-level general clerical classification. Incumbents in this class perform functions which require the exercise of initiative and judgment. Incumbents perform a wide variety of moderately difficult clerical work, requiring the ability to choose among a limited number of alternatives in solving routine problems. Incumbents are assigned duties involving work with a variety of documents, formats of persons, frequently involving arithmetic calculations, typing specific information from a group of standardized source documents for entry into a data processing system, or performing a search and retrieval of computer file information by way of computer terminal (CRT) or personal computer. Positions at this level require that incumbents have the ability to identify errors in English spelling and grammar or arithmetic in documents which generally are not reviewed for technical detail or accuracy.

DUTIES & ESSENTIAL JOB FUNCTIONS: NOTE: The following are the duties performed by employees in this classification. However, employees may perform other related duties at an equivalent level. Not all duties listed are necessarily performed by each individual in the classification.

1. Acts as receptionist, greeting and assisting visitors and callers by referring them to sources of information, distributing forms and explaining their completion, and answering request for factual information by consulting various available sources; may operate a switchboard, cordless console, or a call director.

2. Inserts and extracts materials form subject matter files, classifies material by nature of subject matter, and prepares new file folder as needed.

3. Types data on a typewriter or word processor from an established group of source documents, using standard references in a prescribed order and/or format for entry into data processing system, standard CRT, or personal computer.

4. Types a variety of correspondence, forms, legal documents, reports, articles, labels, specifications, memoranda, resolutions, minutes of meetings or hearings, and other written communications from written copy, dictation machine recordings, or detailed procedural guides.

5. Maintains control records or logs of the activities of a unit including work received, status of work in progress, work completed, and renewal actions required; prepares statistical summaries of the work activity of the unit.

6. Receives and discharges books and other library materials from other branches; prepares materials for circulation; maintains circulation records and sends overdue notices; may maintain a departmental library.

7. Maintains office supply levels; receives and charges out supplies.

8. On referral from supervisor, or after personally screening correspondence, answers routine requests for information by enclosing materials or sending for letters; composes routine letters on factual subjects.

9. Prepares bills, abstracts, orders, notes, receipts, permits, licenses; computes and receives fees and posts data; collects and records money for meals, parking, fines; disburses petty cash funds.

10. Obtains workers for polling places using mail, telephone, and personal contacts; prepares, distributes, receives, and verifies forms and records involved in the assignment, training, and compensation of polling place workers.

11. Searches and retrieves computer file information using a computer terminal (CRT) or personal computer.

12. Receives, pulls and files legal documents, medical records, personnel files, or other records; may also check for form accuracy and completeness, and schedule appointments.

13. Segregates and routes incoming mail; delivers mail throughout and office or location; operates office machines and devices such as postage metering equipment, FAX, teletype, computers, printers, typewriters, automatic copiers and mail inserting and folding machines.

MINIMUM QUALIFICATIONS:

Clerk I Possession of the required knowledge and abilities listed below is proof of sufficient education and experience for this class. Clerk II Either I Six months of experience in the class of Clerk I with ACMC. Or II The equivalent of one-year full-time experience in clerical work. Or III Completion of a post-high school clerical training program from a business school or vocational training center, which would enable the applicant to acquire the knowledge and abilities listed below.